This addendum is to provide all potential bidders with answers to questions received in reference to Request for Information RFI/FFS-14/15-68.

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1 ADDENDUM 1 TO: FROM: RE: Vendors Vianka Colin, Purchasing Director REQUEST FOR INFORMATION RFI/FFS-14/15-68 This addendum is to provide all potential bidders with answers to questions received in reference to Request for Information RFI/FFS-14/ Questions/Answers 1. Has any funding been allocated for the system and if so, from where? If not, where will the Department look for funding? Funding is currently not available for this system. This is an RFI and not a competitive solicitation. 2. In the event the Department decides to move forward with procurement, is there an estimated timeframe for when a solicitation might be released? A timeline of when the solicitation will be released has not been established at this time, if the Department intends to procure these services and post a competitive solicitation. 3. Is there a technical contact, or project manager in regard to this effort and if so, can you please advise who? All technical questions must be routed through the purchasing director s office. Any written response to any questions will be posted as an addendum. 4. Is there a Reservation and Payment System currently in place and if so, which vendor provided it? There is currently not a system in place. 5. Please describe how reservations are currently made, i.e. what process does the planned system replace? There is no current automated reservation system. Currently, reservations are taken by phone and only for 150 of 850 total sites. 6. Following the RFI, what are the next steps in FFS' procurement process given your implementation timeline (June 30, 2016, Go Live)? If cost estimates are within or near budget, an RFP will be developed and advertised. The plan would be to have the system live as close to June 30, 2016, as possible and feasible.

2 Page 2 7. Basic Requirements: "Existing FFS data ", Please confirm that FFS will validate the integrity and cross referencing of the data prior to providing to contractor. FFS will provide valid data and any other data required for the most appropriate, robust and well functioning system. 8. Please confirm that the requirement to integrate to the Bank of America payment system means that contractor is not the merchant for credit card fees and these fees do not need to be factored into price estimates. Contractor will not have merchant responsibilities. The system, however, must be compatible with the Bank of America processing system and their third party processor. Contractor should be able to capture non-payment customer information in a database. 9. Responses: The focus of instructions is on providing pricing information. Please clarify FSS' intent regarding information desired, if any, on respondents': approach to or ability to meet the requirements listed; qualifications or experience; ability to perform. Responses should include an overview of the contractor s ability to provide specifications on pages 1-5, and provide estimated cost for conditions in estimate 1 and estimate 2 independently. The conditions in estimate 2 (all state forests) include the conditions in estimate 1 (only 5 state forests). 10. Please explain, for each estimate, what the number of reservations are based on. Figures are rounded and based on actual revenue receipts and internal reporting documentation. 11. How many total sites are there, and are the number given here the same as the number of total reservable sites? Closely approximated at 850 sites. Approximately 50 sites will be first come-first serve (not reservable) to accommodate walk-up customers. These sites will still appear on-line but marked as such. The FFS is annually adding to the number of total sites. 12. Is estimate 2 expanding the number of sites from estimate 1, or are estimate 1 and 2 different state forests, i.e., do the 35 state forests in estimate 2 include the 5 state forests in estimate 1? Estimate 2 (all state forests) includes the number of sites in estimate 1 (5 state forests). 13. Estimates 1 and 2: Please confirm that the only difference between the 2 options is the number of locations using the system. Yes. The only other difference is the geographic distribution across the state of Florida, which increases the complexity of the mapping requirements. 14. Estimates 1 and 2: Please clarify "any hardware/software required" and whether this refers to cost of vendor providing hardware and software to each FSS location, or refers to system hardware/software vendor is required to add to its operation in order to provide the system to FSS. If a proposed system requires hardware or software that is proprietary, please provide cost estimates. If the system requires minimum hardware and software specifications to operate that is

3 Page 3 not proprietary, please provide the specifications. The FFS will determine the best method to satisfy the minimum specification. 15. Optional call center: Please indicate if reservations are currently taken by phone, and if so, provide the volume. Only approximately 150 of all 850 sites are reservable and are taken by phone. Call volume is unknown. The FFS anticipates that the current call volume will decrease if sufficient information is provided on-line. All 150 reservable sites are also included in estimate 1. Estimate 2 figures include estimate 1 figures. 16. Optional call center: Please clarify if it is acceptable to provide a call center cost for each estimate 1 and 2 to accommodate the varying volumes. If a contractor can provide a call center, they can submit separate estimates for 1 and Number 7: Can FSS withhold the pricing information provided until after the award, pursuant to the next step in a competitive process? All responses received are subject to Chapter 119, Florida Statutes. 18. "The original must contain an original signature of an official of the potential service provider who is authorized to bind the service provider to the response ": Please confirm, that as stated on page 6, "The figures provided are not binding to the company. The statement is confirmed. The figures provided are not binding to the company. This is a RFI only and should not be construed as an intent, commitment or promise to purchase any of the proposed services presented by vendors. 19. Is it acceptable for vendors to provide a digital response via (with digital signature) instead of printing and shipping 6 copies of the RFI response to FFS? Please provide hard copies. 20. Can we get average site volume by month and year for existing site(s)? Two years would give us a good idea. Current average site volume as follows: Full Service Site approximately days each per year (75% are first come, first serve; others are phone reserved) = sites used approximately 9% annually Primitive Sites approximately days each per year (all but 28 are first come, first serve) = sites used approximately 10% annually These figures are approximated from revenue statistics for fiscal year 2013/ Can we consider third party software for the reservation then integration with it to fill any gaps (keeping it on MSSQL of course)? Multi-party solutions are not favorable. Vendors may propose a solution for the RFI, but the multiparty options may be an option for a future RFP.

4 Page Where can we find report mockups required? Please provide examples of the report your proposed system can generate. 23 Is the cost estimate required on time and materials basis or Firm Fixed Price basis or are both options open? We are looking for build out, launch and recurring cost estimates for each. 24. Is there a specific budget allocated for this project that can be shared at this stage? There is not a specific budget at this time. 25. Would you consider a phased approach of implementation, the final release/rollout being on or before June 30, 2016? A phased approach would be considered as long as the phased implementation did not interfere with current operations. If proposing a phased approach, contractors should give examples of past experience with this approach and explain its benefits. 26. Can some of the tasks related to the RFP be performed outside the USA? If international sub-contractors are to be used, this should be included in the proposal. At this time, this is an RFI, and should not be construed as an RFP. 27. Regarding payment gateway options, are international credit cards and checks accepted forms of payment? No. 28. Regarding technical support for the website, are specific channels required or preferred such as Support by , Support by LiveChat, Support by Phone If a contractor can provide multiple channels for technical support, the options should be proposed to include all or only selected preferences. 29. Does the technical support hotline need to be multi-lingual English/Spanish/French? The ability to provide multi-lingual technical support should be proposed, if applicable. 30. Will the Department provide the translated text for English, Spanish, and French? No. 31. Under reservations and sales processing, how does the Department currently handle refunds for cancellations? What is the technology used on that system (if any), and how is that done currently? Currently, for most we do not take advanced payment for reservations. If payment is made and a refund is requested, the Department has a refund policy with a required form that is completed by the customer and sent to the Department. Currently, all refunds are processed via hard copy. The Department s finance and accounting section will assist in developing accepted refund protocol for an online system.

5 Page What is the technology of current database? Is all data actually contained in spreadsheets? How much data is expected to be migrated into the new system? Can FDACS provide sample copies of spreadsheets as part of the RFI? Campsite attributes are being collected now in spreadsheet form. Campsite, campground, tract and state forest attributes are expected to be migrated in multiple forms. The Department is prepared to convert if and when needed. There is currently no customer database information to migrate. Customer information database will begin from scratch at launch. 33. In the last year, what is the average number of reservations for the following time periods? From 12am - 6am From 6am - 6pm From 6pm - 12am We do not have this data because the current reservations (only at 1% of campgrounds ) are handled via telephone and only from 7:00 a.m. to 7:00 p.m. 34. What are the busy times of the year? October through April. 35. What are the busy dates and times for the week/month? Weekends and holidays. 36. Does this system have to communicate with another system and/or interface? For instance, other than the data that is inputted/updated manually by admin or non-admin staff, does the new system have to receive or transfer data from or to another system in an automated and/or batch processing mode? If so, please explain in detail. The system must communicate with Bank of America. No other communication linkages are required. 37. Does the new system have to provide data reports to other entities such as the Legislature? If so, explain in detail and if all data elements will come from the new system and/or other external systems as well. No. 38. How many reports does the current system have? There is no current system. 39. Do you expect to view the admin and non-admin reports in mobile devices such as iphone, Androids, ipad, tablet devices as well, or is this simply a requirement for the public-facing reservation system? Yes, if this is an option.

6 Page What tool will be used to confirm ADA compliance? What scores must be attained to be in compliance? The system must comply with the American with Disabilities Act of 1990, full compliance expectation. All other terms, conditions and specifications of this Request for Information will remain the same. If you have any questions regarding this addendum, please feel free to contact this office at (850)

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